Casual staff

Casual Academic engagements are initiated through Service One after the supervisor obtains approval from their college/portfolio. Payments for Casual Academics are processed using the Casual Academic Scheduling and Payment (CASP) system. For further details, please click here.

It is important to note that this process does not apply to Casual Academics under the Australia Awards program. Engagement for Australia Awards Casual Academics is managed through the Casual Academic Australia Award Employment form, with payments processed via a paper claim form.

Please select a Casual Academic cohort below to access tailored information about engagement and payment processes. 

Supervisors can make individual requests to cease their casual team member’s job by an email request to employment@flinders.edu.au. In circumstances where the casual has been actively engaged and will have their contract ceased, it is the responsibility of the supervisor to make the casual aware the engagement will cease and the reasons for this prior to seeking to have Employment Services end them on the system. Any queries related to advising a casual employee should be directed to the local P&C team for the college or Portfolio in the first instance. 

Casual Academic staff are removed from the University’s HR system (Workday) after 12 months of inactivity. Inactivity is identified by the absence of any timesheet submitted or paid by the University during a 12-month period. At this time, they will also lose their IT access (FAN, email and other IT resources). Supervisors will receive an email and Workday notification informing them that their team member’s job has been ended.

If the employee has work scheduled within an upcoming 3-month period and you require their employment to be continued, the ERO, Supervisor or P&C Business Partnering team must send an email to employment@flinders.edu.au. This must be actioned within 2 weeks of the casual being ended.

If the employee is returning to work after this 2 week period please initiate an ‘Engage a casual worker’ Service One request.

As per Flinders University’s Recruitment Procedures employees may be required to obtain child-related employment screening and/or a National Police Clearance (NPC) as part of pre-employment conditions. To learn more click here.

All staff are required to undertake general and site / work-specific WHS induction. Supervisors are responsible for ensuring that new staff receive the mandatory WHS induction and training on their first day at work.

Please ensure your casual staff member is aware of the University's expectations around conflict of interest.

You will not be paid until you have signed a casual employment agreement and have been hired into the HR System (Workday). To hire into the Workday system, you must have returned all relevant employment documentation you have been asked to provide. Failure to do this will delay your hire.

Once you have been hired to be paid, the following must occur:

• Casual Professional – submit an approved timesheet through Workday.
• Casual Academic teacher – have your schedule entered into the Casual Academic Scheduling and Payment System (CASP) by the College Employee Resource Officer and accept this schedule.
• Casual Academic (Portfolio/DVCS/Research) – submit an approved timesheet through CASP.

The casual rate is determined by your supervisor or topic coordinator based on the Flinders University Enterprise Agreement. Please refer to Schedule 10 for Professional Staff Classification Descriptors and  Schedule 5 for Casual Rates and Descriptors.

Further details on casual rates can be found here.

You can confirm that your onboarding is complete if there are no tasks in your Workday Inbox.

For further details or instructions on using Workday, you can visit here. 

Your supervisor or Topic Coordinator is responsible for telling you what shifts/schedule you will work.

CASP is the Casual Academic Scheduling and Payment system. This is the portal that captures hours worked by Casual Academics to be paid. For more information on CASP click here.

Once you are hired into Workday you will automatically get access to CASP on the OKTA dashboard the next day there is no action that needs to be taken by you to get access.

The University is obligated to receive your tax details through MyGov. Some common issues are:

• You may be having issues accessing your MyGov or using MyGov. You will need to contact Services SA for assistance.
• Not knowing Flinders details to complete TFN; for any details, refer here.

You can not legally commence working as a casual until you have accepted your employment agreement. Your start date must also align to what is stipulated in your casual agreement. 

The Service One engagement request form stipulates a proposed date. It is important to note that the date you propose may not be possible as the request needs to have budget owner approval prior to generating a casual employment agreement, and the casual must provide all relevant details to generate an employment agreement.

It is recommended, where possible, to allow at least 7-10 days between when you submit your request and the start date to allow all of these steps to take place. 

There are four engagement types:

• Direct appointment – You should select this option if you have identified a casual you had referred to you or you identified that you wish to directly appoint. The candidate does not need to complete an application on the public casual register. They will receive an email directly from P&C once you submit an approved engagement request that will seek relevant details from them.
• Existing application – You should select this option if you are using a casual that has applied to the public casual register through jobs@flinders.
• Existing employee – You should select this option if the person you are hiring is already employed with Flinders University.
• Former employee – You should select this option if the candidate had previously worked for Flinders within the last 12 months.

It is important to select the correct engagement type. Some options ensure the candidate does not need to supply information we already have, such as an existing employee and former employee. Selecting the wrong option may also cause the casual to complete duplicated information.